Voicemail services: What you need to know

Voicemail is an essential tool for any growing business, and you’ll need it to be successful. As a busy professional, you need a good solution for when you can’t get to the phone—that’s when voicemail services can cover you.

When you sign up for Grasshopper, you’ll get multiple voicemail inboxes (as many as you need) to cover your employees and your departments. You’ll be able to check your voicemails from anywhere, and they’ll even be transcribed and emailed to an address you specify. This gives you a truly virtual experience. No matter how big or small you are, voicemail services can enhance the way you communicate with clients and prospects.

Stay connected even when you can't take a call

It’s impossible to answer every single call that comes in to your business, so it’s important to make sure your voicemail gives a good impression. Whether you record voicemails with your own voice, or use a voice studio for a professional recording, you need a system that works for you.

No matter what industry you’re in, you need voicemail greetings that make you sound professional.

Our voicemails are emailed to you as MP3 or WAV files, and you can also set up voicemail transcription. You can send these files and transcriptions to more than one email address, so that both you and your business partner see who’s trying to get in touch.

Tips for great voicemail greetings

You know you need good voicemail, but do you know how to create ones that impress customers, clients, and other callers? Here are 6 tips to help you set up perfect business voicemail:

Smile When You Record Your Greeting

A study by the University of Portsmouth shows that people can tell when you’re happy to hear from them, despite the fact that they can’t see your facial expressions or body language. The Headquarters, Department of the Army (HQDA) has specific rules pertaining to office etiquette, including recording voicemails with a smile. If you don’t think smiling makes a difference, record two different voicemails: one where you’re smiling and one where you’re not. Which one sounds better?

State Your Business Name

This might seem like a no-brainer, but many businesses fail to state their name in their voicemail. This confuses customers and makes them hesitant to leave a message. Many of them worry they’ve reached the wrong company and hang up, and they don’t always call back.

Speak Clearly with No Mumbles

“Hi, this is momeroumgsljl and I’m ahaljfoufofoirold.” Um, what was that? Don’t mumble in your voicemail. Have others listen to your voicemail before committing to make sure they can understand everything very clearly.

Remember Callers Know What They’re Doing

Your callers know they’ve reached your voicemail, and they know to leave a name and number so that you can get back to them as soon as you can. There’s no need to tell them what they already know, so be creative. Incorporate a fun fact or statistic into your message, such as “A Duke University study found that many voicemails were not heard within 7 days, but don’t worry, we listen to all messages within 24 hours.”

Give Helpful Information

You’re great for a chat, but people don’t always call to talk to you. Sometimes they just want important information, such as hours of operation or your website address. Mention these things in your voicemail greetings, as well as anything else you think your customers might want to know.

Use a Professional Voice

If you can’t record a great voicemail, fear not. You’re a business owner, not a professional voice actor. Consider using our professional voice studio to record professional greetings so that you sound completely on top of your game.

Some voicemail samples to get you going

For a Freelance Writer, Consultant, or Jack of All Trades

Hi! You’ve reached Emma’s voicemail. I know this is an automated greeting, but I’m a real person who cares about your business success! Please leave me a message with your name and number so I can get back to you as quickly as possible. I promise to get back to you within one business day, and I can’t wait to chat!

For a Brick-and-Mortar Store, Such as a Consignment Store, Pizza Shop, or Local Law Firm

Hi! You’ve reached Harry’s Pizza’s voicemail box. You’ve reached voicemail because we’re not open right now, leaving the Greater Philadelphia Area to pine for one of our special slices. Our hours are are Monday through Sunday, 11 am to midnight. Please leave a voicemail and we’ll get back to you as soon as we can.

For an Ecommerce Store or Other Online Business

Hi there! You’ve reached FineThreads.com. We can’t take your call right now because we’re busy with another customer, but we want to get to you as quickly as possible. Please leave us a message with your name and number so we can get back to you within the hour.

Frequently asked questions about voicemail for business:

Can Grasshopper be used as a stand alone voicemail system whenever I don't answer the phone?

Yes, you can have your local phone company forward calls to your Grasshopper number after a certain number of rings or when busy. For example, a call to your existing local phone number would get transferred to your Grasshopper toll free or local number, and the caller would be able to leave messages for any of your extensions.

How can I use Grasshopper’s voicemail?

There are lots of creative ways to use our voicemail system. Many customers take advantage of Voicemail Transcription, leveraging it for event RSVPS, customer service ticketing systems, lead generation systems for real estate agents, among other uses. Some customers even call their own voicemails to leave notes when they don’t have a pen and paper or computer handy.

How many voicemail extensions can I have?

Grasshopper customers may have an unlimited number of phone extensions with any plan.

Can I upload my own voicemail greetings?

Customers can record their own voicemail greetings via phone, or use the Grasshopper voice studio to create professional messages. You can also upload your voicemail greetings.